Receptionist/Office Assistant at RecruitMyMom

Job Description

• As the Receptionist/Office Assistant at a creative agency servicing Pan-Africa, you are the backbone of their daily operations. Reporting directly to the Head of Operations, you will organize and coordinate administrative duties, optimize office procedures, and create a welcoming, efficient, and safe work environment.
• The ideal candidate is proactive, dependable, highly organized, and an exceptional communicator who can seamlessly juggle front-of-house warmth with behind-the-scenes logistics.
• This is a one-month fixed duration contract with the potential to be renewed pending client's requirements

Key Responsibilities

PA Support

• Provide dedicated PA assistance to the 3 Partners.
• Conduct daily check-ins with Partners to capture timesheets, tabulate daily tasks, and allocate them accurately against specific job numbers.
• Organize transport and accommodation for employees traveling for business.

Front of House & Reception

• Warmly receive, greet, direct, and announce visitors.
• Answer, screen, and forward incoming calls in a timely and professional manner.
• Receive and sort daily mail and manage the visitor parking bays.
• Ensure the reception area has fresh flowers weekly and oversee the maintenance of office plants.

Office Operations & Facilities Management

• Monitor office supplies and proactively order stationery, appliances, furniture, and electronics. Manage grocery orders timeously (utilizing online shopping where possible) to keep cupboards well-stocked.
• Liaise with maintenance companies for ad-hoc repairs. Maintain a regularly updated master spreadsheet of all external service providers and contact people.
• Manage and oversee the cleaning and gardening staff.
• Oversee the office recycling and refuse removal systems.

IT, Infrastructure & Administration

• Ensure the telephone system, Wi-Fi, printers, and fingerprint security system are fully operational at all times.
• Oversee the maintenance of office IT infrastructure and manage internal software/IT resource allocations in collaboration with Partner (subject to management approval).
• Maintain accurate filing systems (including sick leave and annual leave records) and manage internal databases.
• Assist with financial admin, including printing and capturing supplier invoices.

Health, Safety & Compliance

• Maintain a dedicated compliance spreadsheet tracking service dates for critical equipment (e.g., fire extinguishers).
• Prioritize workplace safety by organizing and coordinating periodic office fire drills.

Culture & Events

• Coordinate birthday lunches and office events in consultation with staff members.
• Organize the "1st Thursday" lunch timeously.

Requirements

• A self-starter who anticipates needs before they arise.
• Ability to multi-task and prioritize in a fast-paced environment.
• Excellent interpersonal skills with a service-oriented mindset.
• Comfortable managing basic IT infrastructure, online ordering systems, and maintaining organized Excel/Google spreadsheets.